Support Services Coordinator

New York, NY

Essential Functions

• Assist in ensuring quality secretarial support to the partners and attorneys as well as provide support for the Administration team.
• Arrange desk coverage and/or workflow support for scheduled and unscheduled absences and other emergencies (e.g., extended lateness or lunch coverage); coordinate temporary staff support as needed.
• Walk the floors on a daily basis to assess the workload, assess the needs of the teams and/or arrange assistance for the teams.
• Communicate regularly with employees and attorneys in order to keep current on assignment needs and issues.
• Keep track of staff attendance which includes daily review of emails regarding time off requests and/or schedule changes; update Diary, Calendar and Attendance records.
• Review overtime reports and prepare payroll forms (e.g. lead pay, holiday) bi-weekly.
• Work with Supervisor to ensure that the Secretarial staff is complying with policies and procedures by reviewing various reports and audits (e.g. bi-weekly door report review, email requests sent for OT approval, overtime reports submitted and time entry completed for Secretarial); follow up with staff as needed.
• Monitor and update analytical information for Secretarial and Paralegal staff such as door reports for attendance (e.g. lateness, missed punch ins/outs, early departures); review overtime reports for billable and non-billable charge.
• Assist in the onboarding process for secretary hires, attorney transfers, attrition and visiting attorneys (e.g. coordinate attorney support and/or various access of telephone, InTapp Time, Chrome River).
• Confirm and organize personnel change information and provide to Facilities for Blue
• Pages updates (secretarial move and/or reassignment).
• Interact with other departments and facets of the office, such as Document Services and
• Duplicating, when appropriate, to coordinate larger scale projects.
• Provides administrative support to Director of Administration.
• Provides support to administrative management team for special projects as assigned.
• Handle various other tasks as assigned by supervisor. 

Qualifications

Performance Traits

• Previous administrative experience required.
• Exhibit high degree of initiative in managing multiple priorities simultaneously in a fastpaced, deadline-driven, detail-oriented work environment utilizing excellent judgment, administrative abilities, and decision-making skills.
• Strong leadership skills.
• Proficiency in all applications in Microsoft Office Suite including Microsoft Word, Excel,
• PowerPoint and Visio; PDF Converter Professional; Workshare; LegalKey; Outlook; etc.
• Attention to detail.
• Strong oral and written communication skills; ability to interact with clients, attorneys and staff.
• Excellent task-management and organizational skills.
• Must be proactive.
• Ability to analyze and resolve problems.
• Ability to adapt to various changes and provide consistent support throughout.
• Ability to maintain confidentiality.
• Excellent attendance-consistently at work and on time.
• Demonstrates knowledge of and adherence to firm policies and procedures. 

Physical Requirements

• Light lifting; up to 25 lbs. 

Education/Training/Certifications:

• S. Diploma or equivalent required; 4 year College degree preferred. 

Minimum Years of Experience Required:

• 5 years.